“We encourage people with disabilities to apply.”

Summary:

Provide customer satisfaction by ensuring the smooth running of back office functions to enable customer satisfaction with regards to dispatch of stock and accurate receiving of stock for display on the sales floor

FUNCTIONS / RESPONSIBILITIES:

Satisfy internal and external customers

• Present a positive image to customers, acknowledge, approach and greet customers as required, understand their special needs and respond to their queries as required
• Check customer remarks on documentation and follow up or escalate customer concerns ensuring that resolution has been achieved
• Ensure that correct goods are supplied/returned
• Meet housekeeping requirements

Assist with Dispatch

• Assist with the control of deliveries by ensuring that correct documentation has been handed to the driver and that the customer is notified of the delivery date and time
• Follow company policy and process for out of stocks and ensure that out of stock articles are processed as per the processes for both in store and online orders
• Reconcile the documentation correctly to the system reports daily and complete and file documentation daily including the filing of outstanding collections and partial collections
• Follow up on outstanding or non-scheduled deliveries daily
• Ensure that partial collections are correctly recorded as per the
  policy and follow up weekly
• Drive fulfilment targets for both Collections and Deliveries in order to ensure optimum customer service

Assist with Banking

• Prepare and count floats, checking that seals are intact on coin boxes and that float money is correct
• Consolidate all paper work relating to banking process ensuring accuracy of information
• Verify the cashing up and balancing of cashiers according to process and ensure that cash is dropped in the presence of cashiers
• Follow up on shorts and overs and report them to the Admin Manager
• Attach printouts to each cashier’s work and that problems/ mistakes are reported to the banking supervisor/Front End Department Manager
• Order change regularly from the bank for store to ensure store always has sufficient change at all times
• Ensure correct process is followed when handing cash over to CIT Company
• Ensure cash office is secure at all times by monitoring and limiting movement inside cash office

Assist with LIV process

• Update parked invoices and obtain vendor invoices/ delivery notes attached to the relevant GR’s, waybill, blind count sheets from the updater on an ongoing basis in order to perform LIV function throughout the day.
• Handle differences between GR value and invoice values appropriately and investigate the reasons for parked invoices
• Contact vendors where credit memos are required to clear GRIR account
• Attach credit note to original supplier invoice to reconcile purchase order value
• Report overcharges on invoice to Replenishment for investigation
• Ensure that all goods received have been LIV’d

Assist with receiving process

• Receive stock from suppliers and other stores with care and accuracy so as to avoid damages and breakages making sure that laid down receiving and STO processes are followed
• Ensure all stock is verified and checked against the invoice
• Escalate discrepancies immediately to the Receiving Manager in order to rectify the issue (e.g. barcodes) so that stock can be received and sent to the Sales floor
• Ensure that when receiving any high risk stock (as per High Risk List) this stock is spot checked by a Manager.
• Return all Supplier pallets to relevant Suppliers
• Complete hand over register with relevant barcodes before handing stock over to Sales department
• Ensure that no stock is taken onto the sales floor without a valid bar code and shelf edge labels
• Adhere to all security processes relating to the receiving and checking of stock

Maintain housekeeping standards

• Ensure that working areas are kept clean and tidy and that all filing is up to date
• Ensure that the returns cage is packed neatly per supplier
• Regularly check that boxes are flattened and disposed of as per policy
• Regularly check dustbins and skips for shelf edge labels or documentation that has been disposed of by store and report to Receiving and Asset Protection Manager
• Print shelf edge labels for all goods receipts
• Perform ad hoc duties as requested by line manager

Update all deliveries

• Book in all deliveries received from normal vendors, couriers, direct deliveries, special orders and STO’ from
  other branches on the system according to the laid down procedures
• Book in deliveries manually when the system is off line according to the laid down procedures & ensure that these are captured on SAP on the same day if the system is available.
• Register count printed in detail check register and issue blind count sheet to Receiving clerk
• Inform the Receiving DM of any invalid orders prior to final check in
• Inform Receiving DM of any stock discrepancies as per receiving process
• Ensure that 2nd check of stock has occurred and stamped and signed for before going to sales floor
• Park invoices reflecting claims & capture the reasons in the text field, ensuring that lines where claims are requested are identified so that vendors can investigate the claims.
• Where a vendor has delivered on a delivery note, park the invoice, record the value of the invoice in LIV as R1.00 & record it in the text field as “No tax invoice”.
• In all instances, affix the prescribed format of the LIV stamp for parked/ posted invoices as applicable, to the invoices/ delivery notes & complete as required.
• Complete all filing as per receiving process

Label Printing

• Complete label register for all goods receipts
• Print shelf edge labels for all goods receipts
• Clear label file at 9:45am each day and hand labels to sales manager for distribution
• Manage label register for shelf edge labels requested by sales staff and ensure register is reconciled to DB Reports

Requirements:

Minimum Academic, Professional Qualifications and Experience required for this position

• Grade 12 (Minimum)
• 2-3 years’ experience in retail environment preferably in dispatch/receiving/banking

Competencies and Skills

• Planning and organizing skills
• Ability to work in and team and meet strict deadlines
• Attention to detail
• Administration Skills
• General Product Knowledge
• Computer literate – MS Word, MS Excel, and Outlook
• Excellent customer orientation

“Employment Equity Policy Requirements may be applicable”